Job Title: Administrative Assistant

Full-time Opportunity | On-site, 5 days/week, located at UBC Vancouver | Must hold a valid Canadian Work Visa

Our client, a mission-driven, community-focused non-profit organization based on the UBC Vancouver campus, is seeking a proactive and highly organized Administrative Assistant to support day-to-day operations and ensure the smooth functioning of its office and programs.

The Administrative Assistant will play a key role in coordinating schedules, managing communications, supporting financial administration, and maintaining a welcoming front-desk presence. This role is ideal for someone who thrives in a collaborative environment, enjoys variety in their work, and takes pride in keeping things running efficiently behind the scenes.

Responsibilities:

• Manage daily office operations, including ordering supplies, maintaining office equipment, and ensuring a tidy and organized workspace.
• Coordinate calendars, meetings, appointments, and room or space bookings.
• Provide front-desk support by welcoming visitors, responding to inquiries, and maintaining a professional, friendly presence.
• Assist with financial and administrative tasks such as processing invoices, tracking expenses, and providing basic bookkeeping support using QuickBooks.
• Maintain accurate records through both digital and physical filing systems.
• Support the coordination of events and logistics, including setup, scheduling, and communications.
• Prepare and format correspondence, reports, and other documents using Microsoft Office and Adobe applications.
• Collaborate with team members on special projects, providing administrative and operational support as required.
• Take initiative to identify and implement improvements in processes, organization, and communication.

Qualifications:

Required

• 1–3 years of experience in administrative, operations, or office coordination roles.
• Strong organizational and multitasking skills with excellent attention to detail.
• Experience managing calendars, scheduling meetings, and coordinating logistics.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Adobe tools.
• Friendly, professional demeanour with strong communication and interpersonal skills.
• Ability to work both independently and collaboratively in a fast-paced environment.
• Strong initiative and reliability, takes ownership of tasks and follows through efficiently.

Preferred

• Basic understanding of financial and accounting principles; familiarity with QuickBooks or a willingness to learn.
• Experience working in non-profit, educational, or community-based organizations.
• Prior exposure to facilities coordination, event support, or office management.

Why Join

• Competitive salary in the $50,000–$55,000 range, commensurate with experience.
• Comprehensive health benefits package and a $500 annual wellness allowance.
• Transportation support — monthly bus pass or on-campus parking covered.
• Professional development opportunities and mentorship.
• Work with a passionate, values-driven team committed to community and inclusion.
• Client is an equal opportunity employer. They are committed to creating an accepting and inclusive environment for all.

NOTE: Interested candidates who meet the above qualifications are encouraged to apply directly. Due to the volume of applications, only those shortlisted will be contacted.